[Unisfa] UniSFA Committee Meeting Minutes 19/08/16

[Corin Rowell]

Hey everyone~

Things For Your Eyes

- Do you like Pokémon Go? Probably, I don’t know your life maybe you do and maybe you don’t. But if you do like Pokémon Go and you want to meet some nerds in Kings Park and hang out to play it together one fine Saturday, then oh boy do we have the event for you! Click this link to check out UniSFA: Pokémon Go!es. https://www.facebook.com/events/1575625759410354/ <https://www.facebook.com/events/1575625759410354/>

Screenings For This Week

Monday - Free
Tuesday - OFF with Adrian
Wednesday - Wynnona Earp with Marlea
Thursday - Everybody’s Gone To The Rapture with Toby
Friday - TBA

And now, onto the minutes~

UniSFA Committee Meeting 19/08/16


Attending: Leah Chappell, Coring Rowell, Brooke Judson, Tim Haig, Jono Astbury, Jake Alexander, Patrick Mitchell

Absences: Toby Joske, Marlea Evans



Agenda

Committee Reports
Last Week’s Action Items
Handover/Newmittee
Events
Camp
Shirts
SOC Meeting info
Money
General Business



Begin: 2:10



1.	Committee Reports

President

Toby was late and stressed, it’s okay we love her.

Vice President

Leah has done little for the club, she is still drowning. She wrote 8000 words about selfies and wants to not write anything else ever. The EMP for the Hobbit’s Picnic and the EMP for Sponsor Crawl are both in, but she hasn’t done the LARP EMP yet because drowning. Hasn’t done much else in terms of everything else.

Secretary

I have only recently stopped drowning so I’ve also done little. I didn’t  attend the OGM because I was in a meeting about studying in China. I did hold the room for the OFF screening though, that was fun.

Treasurer

Tim wrote the money box rules and will post that somewhere when we implement the moneybox, which he hopes to do starting Monday unless there are other problems. Went to the OGM. That’s it.

Librarian

Brooke is the new librarian! She learnt how to be a librarian. She has a list of things Blair wants done in the library, but hasn’t done much yet. Leah talked to Sarah about club spaces and things, apparently there’s plan to get things done by the end of this year maybe to do with renovating the shelves. We don’t know what’s up with that.

Fresher Rep

Marlea is the new fresher rep! She is not here right now, she has a choir rehearsal.

OCM Report - Jake

The OGM was fun, there was a suitable amount of drama. Jake helped Brooke do the exec form. He is getting CCC applications in, would like to see some more of those. Will message old CCC to see if they want to reapply. Sponsors are all messaged except for Quality Comics. Other than that, all done.

OCM Report - Jono

Jono had an on-and-off thing with the plague this week, it comes and goes. So, UniSFA Pokémon goes… The Guild website hates Jono but Pat got the EMP filled in and it’s approved yay. He took the minutes for the OGM (thanks Jono) but apologises for the state of them. He’s waiting to hear back from the shirt people about shirts. That’s it.

OCM Report - Patrick

Patrick has done a few things. Did the EMP for Pokémon Goes. Had a meeting for Charity Vigil, that’s in motion. Updated/maintained UniSFA screenings. Adminned the Facebook page. We’re proud of Pat. Maybe we should have Committee/CCC keep an ear out for certain conversations in the clubroom and make sure that the conversations aren’t the kind of thing to turn new people away. Yeah cool. The fridge page has updated, Toby is printing it.



2.	Last Week’s Action Items

Yes.
If you didn’t do them, do them.


3.	Handover/Newmittee

We have new committee! Welcome.
Brooke has spoken to Blair and Kai, has a solid understanding of what’s needed of her. One thing Blair mentioned is to do stock take. The audit takes a long time. Is Brooke busy over the summer? She was going to go to New Zealand but now she’s not. She possibly could be free if the stock take is done early in the holidays. Leah would prefer to do in in Summer cos it takes up the whole clubroom. We really should do an audit at some point this year. Blair also says the other thing to do is move anthologies out of the clubroom. Jono reminds her to check the return book box and things. Brooke has not yet gotten access to cupboards/keys, people will show her how to access those. Do returns, and if you see random books check on KOHA and maybe shelve them.
Can one of the OCMS go through Fresher Rep stuff with Marlea? Pat can do it, and also go through Charity Vigil with her. Leah thinks Marlea seems mostly on top of things.
Did Marlea end up doing the menu for camp? Not yet. She’s working on it.


4.	Events

Hobbit’s Picnic has been approved for the first of October. It’ll be at the Pioneer Women’s Memorial, at 11-4. Can someone make an event for that? Pat will do that. Hopefully there’s not a concert on this time so we can actually go where we wanna go. UniSFA will provide turkish bread/dips/drinks, other people can bring stuff if they want. We need a small budget for that, not much though.
Sponsor Crawl EMP still isn’t approved.
UniSFA Pokémon Goes is approved. Jono will make a Facebook event. It counted as a minor event yaaaay.
LARP EMP isn’t in, but there’s a LARPmittee meeting next week sometime.
We need to go and talk about the Halloween party. bBrooke suggested that renting the tav is expensive and we may not get all our money back, but there’s a different place that’s cheaper and maybe free if you get the right number of platters. It’s called the Byrneleigh’s or something, it’s a bar-pub thing and apparently it’s nice and relatively cheap. It’s where UCC will be holding their anniversary dinner. We can talk to those people if we wanna go forward with it. UCC has all the info, Brooke sent a food listing to Leah as well. What was recommended was to buy a couple pizzas and a couple platters. Leah likes it cos it’s cheap but you don’t have to fill out a liquor license which is good. Can someone who’s not Leah, on top of speaking to this place also speak to Kasey on what’s needed to be done? Brooke and Tim can do that.


5.	Camp

Leah requests putting off the camp until Toby gets here.
Leah’s drowning this semester, she can’t do this. She’s washing her hands. Someone else can organise the camp. At this point, we have three weeks to get everything done to submit the EMP on time. We have stuff from UniGames to read through. But we still need to organise RSA, first aid training, itinerary, menu, risk management. Leah has been trying to organise things and has had no help and she is so annoyed at the situation.
Cat, the wonderful person she is, says she can help out as long as we all help her with it. Marlea is working on the menu. Leah forwarded an email to Toby from Kasey, but she can post it to the committee page.
Please.
Within next 3 weeks get this done cos if we don’t get the EMP in we don’t run a camp.
We’ve already put in a deposit for Lesch, so we gotta.
Who’s doing camp things? People put hands up, I miss it. Decide on when they can meet up to talk. They’re gonna meet on Wednesday to talk about Camp things. They will let Leah how it goes.


6.	Shirts

Jono stares at his phone in existential dread.
He emailed people for a quote on baseball style, is waiting to hear back. We have a design. wWhat he wanted to discuss was whether we bulk buy a number of shirts and sell them or only order what people want. Leah/Jono want to bulk buy then sell. All other clubs sell individually so they don’t have a large excess supply. Where would we keep this bulk order of shirts? Apparently Guild may open a thing to sell club shirts at the secondhand bookstore. We can also put the box of shirts in a cupboard. Jake would rather individually order them. Tim suggests saying “We’re making a bulk order, if you want one let us know now to reserve it”. UniGames atm has a comment thread to put in the size/colour you want. Is UniGames planning on getting extra? Jake assumes so but is not certain. Leah asks Jono if he wants to make a post/collect information? Yeah he can do that.
Cat things the baseball style shirts will sell better even if they’re more expensive. She points out that people at Panto wear the baseball shirt style rather than the all-one-colour style all the time. Cos it’s cool.
Cat makes a good point then sits down.
What colours? If it’s all one colour, black with white writing. Baseball style, maybe black torso and white sleeves. That’d be nice. Cat says it’d look “sick”. She’d buy one.


7.	SOC Meeting Info

Toby has the info but didn’t make it, will pass on any info we may need.


8.	Money

Toby wanted to raise some stuff but realises that because she’s not here she trusts our judgment.
She expressed her reservations with the moneybox system, such as UniGames having money problems. What problems? What happened? Apparently they’re missing $1,500. From their fridge money? We don’t think so, we think it’s from their magic draws bringing in money and they have a lot sitting in their box from it. but there’s little proof that the fridge money has lost that money. So this is not a problem we will have?
People failing to show an understanding of UniGames’ system. This may be due to them not having a formalised system, it can be changed by having a form CCC has to sign with details of these systems. This is what Jake wants to happen anyway.
So, Tim’s proposed system:
When someones open the room, they retrieve the moneybox from the brown cupboard.
While they hold the room, they keep the moneybox with them where then can easily keep an eye on it.
When they leave the room, hand the moneybox to the next person holding hte room or else lock it and put it in the brown cupboard.
When the room is closed at the end of the day, lock the moneybox and put it in the brown cupboard.
The moneybox shouldn’t leave the room except to be put back in the cupboard.
Tim’s idea hinges on CCC having access to the brown cupboard. Does anyone object to this? I don’t think so, maybe we can discuss it later if need be. Shall we move the Wii? Do we need to move anything else? There’s an old computer in the brown cupboard, we can throw it out. Okay cool.
We go over Tim’s system. Jake asks if we’re dong a separate box for large notes? Leah likes the idea of a ballot box. Tim suggests, we have another box we can possibly shift notes into. But then people need to go to the cupboard? But maybe have the big notes in the money box during the day, and at night move notes into another lockable box. Yeah that should be fine. Tim will add it into the formal documents.
We’re all in favour of this. Yaaay.


9.	General Business

New clubroom rules
Cat recommends looking over the clubroom rules and maybe updating them if they need updating. She says the easiest thing is to go through all the rules and vote on everything. If it’s just one person changing it, it’d be weird. We may as well look at them now.
We debate the “ o throwing in the clubroom rule”. We leave it as is so nobody can possibly throw things really hard and insist there’s a loophole cos we added more words.
We need to enforce rules more as a committee… Let’s get on that.
Shall we put in a rule saying if you leave the clubroom, take the rubbish with them? Yes, we like adding that rule.
Rule about no pizza boxes: that can be touched up cos the new recycling bins can take one box.
We need to change up the rule about money for the fridge when we change the money system.
We want to reword the rule about food in the fridge to say: “The fridge is not to be used to store personal items.”
We can add a rule saying GNs can be taken out of clubroom but not out of Cameron Hall as long as you give your student card to the librarian.
We had a rule about the clock being fast. It’s a dumb rule. Shall the rules be accurate?Can we get a new clock? Sure. We can have a rule the microwave clock is fast and clubroom clock is on time. We can just get rid of the rules about the clock completely. Yeah okay we’ll strike it, it’s dumb to have it in amongst the normal rules.
Final rule about emptying the bin, scrap “as required”. So empty the bin after a screening.
Maybe add something about filling UCC’s water cooler if it’s after a screening and it’s empty? Yeah okay.
I can write these all up and save them to the dropbox.
Dooring Policy
Changing “sexual harassment” to “harassment, sexual harassment”.
Leah suggests as an extension to the dooring policy, shall we set up in the CCC page that you post about the dooring who’s been doored and for how long? So if you do door people, inform CCC who’s doored and how long so it can be reviewed.
Other
Jake wants a semi-formal system where CCC sign a form saying they know the clubroom rules and will enforce them. We like this idea. Cool.
Let’s get a cool new clock for the clubroom that isn’t the microwave clock? Yes. Jake and Tim will look at clocks.


Finish: 3:18pm



Action Items



Toby - Look through the action items and see if there are things you can help with then help with them.

Leah - Please don’t drown.

Corin - Rewrite the club rules/dooring policy and add them to dropbox.

Tim - Set budget for Hobbit’s Picnic; With Brooke, talk to Kasey about the tav party;; Update official moneybox system post thing to say “Put large notes in a different box at the end of the day”; Look at clock with Jake.

Brooke - With Tim, talk to Kasey about the tav party.

Marlea - Work on menu for Camp; Do camp things.

Jake - make a CCC form and show it to committee before it’s finalised; Look at clocks with Tim.

Jono - Make a FB event for UniSFA Pokémon Goes; Do camp things; Make a post/collect info on how other clubs are ordering their shirts.

Patrick - Go over Fresher Rep stuff with Marlea; Make an event for Hobbit’s Picnic; Do camp things.


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Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016 (*°∀°)
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